What is Project Scheduling?


What makes up a project schedule? Jennifer Bridges, PMP, shows you in this project management training video.

Here’s a screen shot of the whiteboard for your reference!

the process you need to schedule a project

In Review – What Is Project Scheduling:

Jennifer acknowledged this lesson was for beginners, and so started by stating the definition of project scheduling. In short, it’s the act creating the timeline of your project, by defining due dates and duration of tasks. Project scheduling can be extremely complex, depending on the nature of the project. If there are a lot of inter-dependent tasks, for example, or tasks with multiple people assigned to them, then scheduling can be a challenge.

But Jennifer prefers to think of scheduling as a process. She defined three steps you need to take when creating your project schedule.

  1. Determine what work is to be performed
  2. Determine who needs to perform the work
  3. Determine how long it will take to perform the work

The what can include many different things, she said, so it’s best to start with the big view and then break that down into more manageable pieces.

The who is your resources. That may be your team, contractors and outside vendors. You need to know the constraints around each to schedule against them, such as if you’re workers are union and there’s a looming strike.

The how is your timeline. Here is where you want to take into account holidays and vacations, also if there are people you’ll be bringing into the project for a short time or the full life cycle.

You need to collect all the work that will be associated with delivering the project on time to create a realistic schedule, and you need to break up larger tasks into smaller tasks in order to accurately estimate each step of the project. 

Pro-Tip: Jennifer also explains how online project management tools make it easier to create online schedules that make the task of scheduling your tasks and teams so much easier. Project scheduling software can help automate organize all these variables and help you track them throughout the project. For example, you can set milestones, link tasks together and see the actual vs. planned progress of the project update dynamically.

Thanks for watching!


Today, we’re talking about what is project scheduling. This specific whiteboard session is for someone who is just new to project scheduling or new to project management.

There is so much to talk about with project scheduling and it’s so important to deliver your project on time. But I want to talk about an overview of the main components just to get you started.

So, project scheduling is a process. It’s an act of creating your project schedule. So, there are three main steps that you want to take when you’re creating your schedule.

The first one is, determine all the work that there is to be performed to build and deliver the product for your project. That can include so many different areas. So, you want to take the high-level view and keep breaking it down in work packages.

The second one is, determine who needs to perform that work. What resources do you need? Are they employees? Are they outside contractors? Are they vendor partners? Sometimes they are union labor and you have to consider are they available. You want to make sure there’s not a strike period if it’s union labor.

You want to consider things like availability in holidays or vacations, but you want to also consider are there specific requirements or specific subject matter experts that you need. And then, when are you going to bring them in? Are you going to bring them in for the entire project or just a specific time during the project?

You also want to look at how long will it take to perform the work. So, the way you get that information is you take the work and you have someone estimate how long it’s going to take to do that work. And there are different formulas that you can use to get the estimates. But you want to be sure to have the people who are going to be performing that work to make those estimates.

So, there are a couple of tips to remember. So, the first one is to include all of the work associated with delivering the project on time. Number two is, you want to include activities, the deliverables, or the actual work products that are going to be delivered. Also, the milestones and any planned start dates and end dates. So, this is what you’ll use to build the schedule. And, again, it’s a tool that’s used for measuring where you are in the project.

Ideally, you do this in an online software tool. By doing that, it can be real-time, it can be online that different members of your team can go in and access. They can collaborate. They can also help you in determining when you look at the estimates and make sure that all the work has been identified. So, it’s very important to keep that online and real-time.

So, if you need a tool that can help you with your project scheduling, then sign up for our software now at projectmanager.com.

Related Posts

Deliver your projects
on time and under budget

Start planning your projects.

Start free trial